2005-04-11Official Minutes
Approved by Parks and Recreation Board 5/9/05
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3 April 11, 2005
4 MINUTES
5
6 Board Members Present: Frank Cornish, Chairman; Mary Georgia, Vice Chairman;
7 Mike Mills, Secretary; Elaine Cox, Liz Durham, Emily Galpin, Katrina Peebles, Bobby
8 Rawls and Cara White
9
10 Board Members Absent: None
11
12 Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
13 Polasek, Deputy Director of Community Services; and Steve Moore, Recreation
14 Superintendent.
15
16 Guests: None
17
18 REGULAR SESSION
19
20 Agenda Item No. 1. Call to Order
21
22 Chairman Cornish called the meeting to order at 7:00 p.m.
23
24 REPORTS
25
26 Agenda Item No. 4. Administrative Comments
27
28 A. Park Board Report at May 3, 2005 City Council Meeting - Park Board
29 member Elaine Cox volunteered to present the Park Board Report at the May
30 3 meeting.
31
32 CONSENT AGENDA
33
34 Agenda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
35 minutes of March 14, 2005.
36
37 A motion was made to approve the March 14, 2005 meeting minutes with a typo
38 correction on page 3, line 35 and a suggestion to add a "header" (Discussion) to page
39 4.
40 Motion: White
41 Second: Georgia
42 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
43 Nays: None
44 Abstention: Rawls
45 Vote: 8-0-1
46 Motion carried.
April 11, 2005 Parks Board Meeting Minutes Page 1 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
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ADDITIONAL INFORMATION ON CONSENT ITEMS
Agenda Item No. 3-A. Approval of the March 14, 2005 meeting minutes. Minutes were
approved with corrections.
REGULAR AGENDA
Agenda Item No. 4. Public Forum
Chairman Cornish opened the Public Forum.
Rick Frederick, 624 Walnut Grove, asked if there had been a proposal to the City to allow
overnight camping facilities in Ferret Park at the end of Bob Jones Road or in Bob Jones
Park or in any other city parks and if so, how was the need identified. Staff responded
that currently there are designated day-camp areas and there are some family overnight
camping activities offered through the City's Community Services Department. No
specifically designated overnight camp facilities are offered within the City's park
system. Overnight camp facilities may be discussed and determined during the master
planning process or during planning of future recreational elements. At this time, there is
no direct designation for a site.
Public Forum was closed.
Agenda Item No. 5-A. Consider: Absence of Parks and Recreation Board Member(s)
Park Board member Robby Rawls was absent from the March 14, 2005 meeting due to an
out of town meeting.
A motion was made to excuse Mr. Rawl's absence on March 14, 2005.
Motion: Georgia
Second: White
Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
Nays: None
Abstention:
Vote: 9-0
Motion carried.
Agenda Item 5-D was considered next by the Board and out of the regular agenda order.
Agenda Item No. 5-D. Consider: Recommendation for approval of Conceptual Plans and
Estimated Project Budget for "State Street Park" and "Grand Avenue Plaza Park" in
Town Square Grand Avenue District
April 11, 2005 Parks Board Meeting Minutes Page 2 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
1 The request was for a recommendation for approval of the developer's plan designs and
2 the estimated project budget for "State Street Park" and "Grand Avenue Plaza Park" in
3 Town Square Grand Avenue District. Park dedication requirements applicable to Phase
4 IV, The Grand Avenue District, are 0.6359 acres. The developer, Cooper and Stebbins,
5 has a credit of 1.8466 acres from prior development. Previous Park Board action agreed
6 to accept 3.543 acres of park land to the city in a 0.283 acre Plaza Park as well as a 3.268
7 acre State Street Park, previously referred to as West Park, with brings the total park
8 dedication credits to 4.7537 acres. City Council has approved the Developer's Agreement
9 with the provision that there must be a submittal of evidence of the approved cost of at
10 least $1,000,000 for the park improvements.
11
12 Brian Stebbins and Frank Bliss, developers, Cooper & Stebbins, provided an itemized
13 budget of the proposed expenditures for State Street Park and Grand Avenue Plaza Park,
14 totaling $1,290,000, subject to actual bid pricing. A copy of the budget will be included
15 in the approved minutes on file in the Office of the City Secretary.
16
17 The developer narrated a PowerPoint presentation providing details about the design and
18 amenities proposed for each park. In addition, Mr. Stebbins answered questions about the
19 location of benches, columns and fountains construction materials, costs of trash cans,
20 types of trees, topography issues, the proposed trail dimension, and trail access points.
21
22 Several Board members suggested that the city parks located in Town Square be
23 promoted as "city" parks since there may be a misconception of them being private parks.
24 Perhaps a modest and tasteful marker or pavestone could be displayed delineating them
25 as part of the City's park system. Cooper & Stebbins was not opposed to the idea and
26 would like suggestions on how that could best be implemented.
27
28 Some members felt that the developer's budget should have included the actual quantity
29 of trees, trash cans and other items on the list.
30
31 The extent of tree mitigation will be determined once Summit Park is presented and the
32 mitigation credits will be applied based on the rules that exist in the developer's
33 agreement and City ordinance so that the required plantings are not allowed to go toward
34 tree mitigation.
35
36 A motion was made to recommend the approval of the conceptual plans and
37 estimated project budget for "State Street Park" and "Grand Avenue Plaza Park"
38 in Town Square Grand Avenue District. The motion was amended to include the
39 clause "as presented here tonight." The motion was further amended to include "the
40 developer will include a tasteful identification for each public park."
41
42 Motion: Rawl
43 Second: Durham
44 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
45 Nays: None
46 Abstention: None
April 11, 2005 Parks Board Meeting Minutes Page 3 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
1 Vote: 9-0
2 Motion carried.
3
4 Agenda Item No. 5-B. Consider: Recommendation to approve Resolution No. 05-XXX,
5 Authorizing an Application for a Texas Parks and Wildlife (TPWD) Recreational Fund
6 Grant for Bob Jones Park Trails
7
8 The resolution authorizes a grant application to TPWD for possible trail construction
9 funding for the Bob Jones Park outer loop trail. The grant is a "cost reimbursement" of up
10 to 80% of the cost and the project must demonstrate an available funding source prior to
11 the reimbursement process. Therefore, staff recommends using Park Dedication Funds
12 earmarked since 2003. An alternative would be to use SPDC funds designated for trail
13 improvements, if the project would be suitable for delay to an out-year, as those funds are
14 designated in FY 05-06 in the CIP.
15
16 Board members requested a copy of the grant application and narrative.
17
18 A motion was made that the Parks Board make a recommendation to City Council
19 authorization of $126,840 in the Park Dedication Fund for the construction of the
20 Bob Jones Park outer loop trail as per the attached Cost Analysis schedule; that
21 such expenditure to be contingent upon having first received a grant from Texas
22 Parks and Wildlife Department, Texas Recreational Trails Grant Program for 80%
23 of reimbursement fee; other reimbursement commitment of net cost of Southlake is
24 not to exceed $25,368.
25
26 Motion: Mills
27 Second: Georgia
28 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles and White
29 Nays: None
30 Abstention: None
31 Vote: 8-0
32 Motion carried.
33
34 Agenda Item No. 5-C. Consider: Recommendation to approve revisions to Parks,
35 Recreation and Open Space Master Plan and Trail System Master Plan (Southlake
36 Pathways)
37
38 The Board was asked to provide staff feedback on the CIP priorities and direction about
39 proposed revisions to the Master Plans.
40
41 Each of the City's parks was presented in staff's presentation. The current configurations
42 and amenities at each park were reviewed as well as information provided about
43 proposed plans for each as it relates to the Parks, Recreation and Open Space Master
44 Plan, Trail System Master Plan and the Capital Improvements Plan.
45
April 11, 2005 Parks Board Meeting Minutes Page 4 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
1 A Board member suggested adding the Liberty Garden facilities to the Bicentennial Park
2 plan.
3
4 Lou Ann Heath, 1351 Lakeview Drive, Southlake Historical Society, requested that the
5 historical log cabin be included in the Park Master Plan for Town Square. The Southlake
6 Historical Society was encouraged to explore alternative site locations.
7
8 Mr. Stebbins spoke in opposition to placement of the log cabin in one of the parks located
9 in Town Square because he felt the cabin was not a good representation of the period log
10 cabins and for other reasons.
11
12 There was some disagreement expressed as to the appropriateness of the log cabin's
13 placement in one of the Town Square parks.
14
15 Although the City may not take possession of the proposed parks in Town Square until
16 the following year, the parks will be included in the revised Park Master Plan. It could be
17 appropriate to note in the Park Master Plan that should the acquisition of properties that
18 are not currently under the City's control take place, this is the preferred site location for
19 the log cabin; in absence of this occurring, here are the alternative site locations in order
20 of choice.
21
22 Boyd Dollar, 525 Brooks Court, was concerned that previous discussions about the
23 placement of the log cabin have not allowed for public input prior to the Park Board
24 taking a position on the cabin's location or its inclusion in the Park Master Plans. Mr.
25 Dollar said he did not personally think the log cabin should be placed in Town Square.
26
27 Some members were not in favor of extending a through road in Bicentennial Park from
28 White Chapel to Shady Oaks for several reasons, including safety issues for the youth
29 that play throughout the park. Staff will leave the proposed road off the Plan at this time.
30 After engineering studies are done and if the road is warranted, the proposal would be
31 presented to the Park Board as the concept plan is further defined.
32
33 Mary O'Connor, 2803 Wilshire Lane, Southlake, commented about the Royal and Annie
34 Smith Park and expressed the need for play areas (perhaps under shade trees) and
35 additional parking. Ms. O'Connor said the neighborhood would be happy to contribute
36 money and time to improve the park.
37
38 Dorothy Wood, 1107 La Paloma, Southlake, commended the Park Board on the recent
39 survey. She urged members to adhere to the survey results and to listen to their
40 constituents when prioritizing trails and parks and completing community park areas as
41 the highest of priorities in the use of time and resources.
42
43 Although the Board received good feedback at this meeting, they determined that they
44 were not prepared to make a recommendation on the revisions to the Plans until after
45 additional work sessions.
46
April 11, 2005 Parks Board Meeting Minutes Page 5 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
1 A motion was made to table this item until an additional Park Board work session
2 can be held.
3
4 Motion: Georgia
5 Second: Cox
6 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, and White
7 Nays: None
8 Abstention: None
9 Vote: 8-0
10 Motion carried.
11
12 The Park Board will be notified of the exact dates and locations for the next work
13 sessions. The work sessions are advertised to the public. The meetings are tentatively set
14 for April 26 at 6:30 p.m. and May 2.
15
16 Agenda Item No. 6A. Discussion: No items this agenda.
17
18 Agenda Item No. Liaison Reports
19 Board members reviewed the following:
20
21 (a) Recreation/Special Events - The participation in the Easter In the Park
22 held Sunday, March 20 in Bicentennial Park was very good.
23
24 (b) Youth Snorts Associations - The baseball leagues has begun with over
25 1,000 players signed up. Lacrosse is in full swing at the old Dragon
26 stadium.
27
28 (c) Community Groups -
29
30 Julie Landesberg, 305 East Bob Jones Road, thanked the park staff for the
31 nice improvements made to the entrance to the equestrian parking lot.
32
33 Keen Southlake Beautiful presented the winners of the Southlake National
34 Arbor Day Poetry Contest at the April 5 City Council meeting. Look for
35 the National Wildlife Week recycled painted signs depicting nature in late
36 April.
37
38 KSB has conducted the annual Litter Index and there have been some
39 renewed interest in clean up of various sites in the community.
40
41 Non-Profit Community Groups will hold a meeting April 19 at 7:00 p.m.
42 at Town Hall.
43
44 Sister Cities - Tome-City, Japan students and chaperones visited
45 Southlake March 25-29. Emily Galpin was commended on the successful
46 Pot Luck Dinner on March 28.
April 11, 2005 Parks Board Meeting Minutes Page 6 of 7
Official Minutes
Approved by Parks and Recreation Board 5/9/05
1
2 Approximately 280 youth members of the Church of Latter Day Saints
3 have volunteered to plant trees and do improvements at Bob Jones Park
4 this coming Saturday. Park Board members were invited to participate.
5
6 Art In the Square - April 29 - May 1 at Southlake Town Square. Need
7 volunteers.
8
9 (d) SPIN - SPIN has completed the master plan meetings. A Candidate Forum
10 for the CISD Board will be held April 14. The final Transportation Forum
11 is on May 28.
12
13 (e) SPDC - No report at this time.
14
15 (f) JUC - No report at this time.
16
17 (g) City Council Monthly Report - Elaine Cox volunteered to present the Park
18 Board Report at the May 3, 2005 City Council meeting.
19
20 Agenda Item No. 8. Adjournment
21
22 A motion was made to adjourned
23 Motion: Georgia
24 Second: Mills
25 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, and White
26 Nays: None
27 Abstention: None
28 Vote: 8-0
29 Motion arried.
30
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33 Frank Cornish
34 Parks & Recreation Board Chair
35
36
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38 Mike Mills
39
40 Parks & Recreation Board Secretary
41
42 43 Attachments: Item 5-D. Approval of conceptual plans and preliminary budget for State Street and Grand Avenue Plaza parks
in Town Square Grand Avenue District - Budget Sheet
44 Item 5-B. Resolution to authorize TPWD grant application for outer loop at Bob Jones Park - Cost Analysis
45
April 11, 2005 Parks Board Meeting Minutes Page 7 of 7
EXHIBIT A - Bob Jones Loop Trail Extension
4
End Segment
56-3
CASk n~Q\~ s• s
Bob Jones Loop Trail - Cost Analysis
Item
Units
Cost per Unit
Subtotal
10' wide, 5"
reinforced concrete
trail; (includes
excavation, backfill)
3300 l.f.
30.00
99,000.00
Other excavation,
hauling
bulk
bulk
4,000.00
Benches
3
300.00
900.00
Bike racks
2
200.00
400.00
Interpretive signage
7
200.00
1,400.00
SUBTOTAL
105,700.00
Design/plans
10% of total
10,570.00
Contingency
10% of total
10,570.00
TOTAL
$126,840.00
,5/3-4
C.d zA- A~a~t s i S
Southlake Town Square - Phase IV, Grand Avenue District
State Street Park & Plaza Park
Preliminary Budget (Subject to final Bid pricing being received)
Plaza Park
Hard Costs
Grading
$
5,500
Fountain
176,000
Specialty Paving
211,000
Pergola
205,000
Lighting
21,000
Benches
17,600
Trash Receptacles
5,000
Tables with Chairs
14,000
Specimen Trees
32,800
Other Landscaping
11,700
Irrigation
10,000
Subtotal Hard Costs
$
709,600
Soft Costs
General Requirements
$
78,000
General Conditions and Insurance
Contractor Overhead
-
Included in above
Contractor Profit
27,500
Per Contract Calculation
Architect, Design
50,000
Per Contract Calculation
Architect, Supervision
-
Included in above cost
Civil Engineering
3,000
Subtotal Soft Costs
$
158,500
Plaza Park Total
$
868,100
State Street Park
Hard Costs
Grading
$
52,700
Excludes costs associated with Detention/Drainage
Shade Trees (65 gal)
36,500
Other Landscaping
39,500
Bermuda Grass
13,000
Fountains in Lake
58,500
Sidewalk/Trail
17,400
Lighting
31,600
Benches
17,600
Trash Receptacles
4,700
Irrigation
48,000
Subtotal Hard Costs
$
319,500
Soft Costs
General Requirements
$
35,000
General Conditions and Insurance
Contractor Overhead
-
Included in above
Contractor Profit
12,408
Per Contract Calculation
Architect, Design
23,750
Per Contract Calculation
Architect, Supervision
-
Included in above cost
Civil Engineering
31,321
Per Contract
Subtotal Soft Costs
$
102,479
State Street Park Total
421,979
Total Park Costs
$
1,290,000
*Note these line items are budgetary in nature and are subject to adjustment once the work is bid. In any event, total
applicable costs will exceed $1,000,000.
* This Budget specifically excludes any costs relatinngg tsite drainage infra ructtiri~ ov` d ~\o~l
Please sign this form if you would like to speak
during PUBLIC FORUM.
Park Board Meeting
Monday, April 11, 2005
Name lease print)
Address
Phone or Email
Topic
o i 330
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M:\WP-FILES\FORMS\Sign In Sheet.doc